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ADMINISTRATIVE COORD, OFFICE OF THE SECRETARY & THE BOARD OF TRUSTEES

Employer: Duke University
Location: University Secretary

Administrative Jobs: Institutional & Business Affairs, Alumni Relations & Development, Clerical & Administrative Support
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

OCCUPATIONAL SUMMARYThe administrative coordinator performs a variety of administrative duties in support of the operations of the Office of the Secretary and the Board of Trustees. The administrative coordinator oversees trusteeship activities and works closely with the Secretary to the Board of Trustees and her/his staff on the management of the Boards of Visitors of the schools at Duke. In addition, the administrative coordinator assists with the daily operations of the office and special projects, as needed. The work requires the ability to effectively multitask and work independently and as part of a team, often under circumstances requiring discretion and confidentiality. This position is highly visible in representing Duke to a variety of constituencies including senior leadership, Board of Trustees, Boards of Visitors, distinguished visitors, and alumni. The position reports to the director of board operations.

WORK PERFORMEDTrusteeship

Database management and maintenance
- Perform research on trustee prospects and maintain database
- Maintain current trustee database
Track cultivation plans of trustee prospects
Coordinate activities related to new trustee onboarding and orientation, including updates to the new trustee manual
Maintain master schedule for trustee terms and milestones, including appointments, re-appointments, and check-ins. Initiate actions, as appropriate
Prepare updates and reports for the Governance Committee, as needed

Boards of Visitors

Coordinate board of visitors member nominations and chair appointments that require presidential attention
Collect meeting materials and distributefor review, as needed
Serve as a liaison and resource to colleagues who manage boards of visitors
Assist in the oversight of orientation for new boards of visitors members, working closely with the Secretary to the Board of Trustees and the deans and development officers in the schools
Plan and schedule annual meetings related to the boards of visitors initiative and perform follow-up actions from those meetings
Coordinate attendance by President, Provost and Secretary at boards of visitors meetings and prepare briefing materials
Facilitate boards of visitors work plan exchange
Maintain database with information on school advisory boards

Other

Under the direction of the secretary and chief of staff, serve as point person and arrange visits for special guests of the president/university, including honorary degree recipients and other VIPs
Serve as staff support for searches and reviews of officers and senior administrators, as needed
Assist the director of board operations with coordinating the work and activities of the board's standing committees
Provide staff assistance for all board meetings
Assist with daily operations of the office including telephone coverage and appropriate handling/referral of calls and visitors
P erform other related duties incidental to the work described herein

REQUIRED QUALIFICATIONS Education/Training:Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program. Experience: Work requires five years of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE Skills: The candidate for this position must have keen attention to detail and organization and be able to express ideas clearly, concisely, logically and in accurate grammatical written and verbal form. A high level of professionalism and accuracy is a must, as well as an ability to maintain strict confidentiality. Candidate must be proactive, be able to work with minimal supervision, and complete work thoroughly and in a timely fashion. Candidate will exhibit professionalism, collegiality, and courtesy and respect for others at all times. Computer skills: Microsoft Office, AdobeAcrobat, SharePoint, DADD.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Organization

History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University. Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science "James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth. Duke Meeting

“By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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